R-1608 - 01/10/2017 - GIS - Resolutions Supporting Documents ITEM 9.B.3)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R , K . BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 10, 2017
SUBJECT: Geographic Information System Consortium (GISC) Service Provider Contract
Renewal
FROM: Jim Fox, Information Technology Director
BUDGET SOURCE/BUDGET IMPACT:
GIS: Program 152-76950 (Infrastructure Fund) - $120,108 (2017 Budget)
RECOMMENDED MOTION: 1 move that the Village Board waive competitive bidding and
approve the agreement renewal with the GIS Service Provider currently held by Municipal
GIS Partners, Inc. (MGP) in the amount of$120,108 and approve Resolution 2017-IT-GIS-
AG-R-1608.
Background/History:
In January 2009 the Village entered the Geographic Information System Consortium (GISC).
Since that time numerous projects have been completed in the areas of Public Safety, Planning,
Engineering, Administration and Infrastructure.
A Geographic Information System is essentially a large database that can be accessed
electronically through the use of maps. The reason that such a system is useful for a
municipality is because so much of what we do is related to properties. The program is used
routinely for reference, analysis, and communication with Village Residents and staff. In
addition, the system is now being used by the business community and other government
entities. By providing easily accessible information, GIS will help staff meet both existing and
expanded service levels, reducing the need to hire additional staff.
In the upcoming year our GIS staff will continue to work with Public Works staff to develop a
workflow that streamlines the process to document and update storm sewer utility data. Utilizing
the Village's vast collection of As-Built drawings, Public Works staff has been reviewing these
documents and selecting those which are the most recent and accurate, for GIS staff to
integrate into the Villages utility databases. Within 24 hours of entry into the Village's GIS
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system the data becomes available to view on Map Office, which is then available to Village
staff and authorized contractors. Additionally, the information is immediately available for
reference and analysis.
Overall, GIS in Oak Brook helps make Village operations more efficient by helping everyone
take less time to find information, respond to resident requests, prepare reports, and do
property-related analyses.
This will be the eighth year of the agreement with Municipal GIS Partners, Inc. (MGP). The
current agreement expired on December 31, 2016. The proposed agreement is for the period
from January 1, 2017 to December 31, 2017.
2009: $105,166 (Initial Year)
2010: $105,166 (Actual— First Renewal)
2011: $106,220 (Actual—Second Renewal)
2012: $107,229 (Actual—Third Renewal)
2013: $109,348 (Actual— Fourth Renewal)
2014: $113,892 (Actual— Fifth Renewal)
2015: $116,549 (Actual—Sixth Renewal)
2016: $117,032 (Actual—Seventh Renewal)
2017: $120,623 (Proposed — Eight Renewal)
2018: $ 123,712 (Projected—Ninth Renewal)
Recommendation:
That the Village Board waive competitive bidding and approve the agreement renewal with the
GIS Service Provider currently held by Municipal GIS Partners, Inc. (MGP) in the amount of
$120,108 and approve Resolution 2017-IT-GIS-AG-R-1608.
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